Student Affairs and Admissions Coordinator

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Student Affairs and Admissions Coordinator reports to the Optometry Program Manager and the Undergraduate Officer - Student Affairs (UGSA), and provides support to the administration of the optometry professional program in the School of Optometry and Vision Science. The Coordinator is responsible for the day-to-day administration of student affairs and admissions for the Doctor of Optometry (OD) undergraduate program.

**This position is contingent upon funding.**

**Responsibilities**:
Student Affairs
- Serves as the first point of contact for all prospective, Advanced Standing Optometry Preparatory program (ASOPP), and current OD students in matters related to student life. e.g. general advising
- Responsible for supporting UGSA and Optometry student body. E.g. administration of key academic events (e.g but not limited to orientation, graduation celebration), activities and enrollment processes; student clubs and government (CAOS and UWOSS)
- Provides communication support between UGSA and students - websites, sharepoint, social media, and periodic updates as directed
- Maintains both the School of Optometry and Vision Science Undergraduate and Admissions sections of the School’s website, keeping them current with the recruitment/admission cycles
- Leads the development of student mentoring, advising, and mental health and wellness programs in coordination with the Program Manager, Undergraduate Officers, and Associate Director of Academics and Student Affairs (ADA)
- Counsels and provides guidance and direction to students with regards to administrative procedures pertaining to the OD program and scholarships
- Receives student Verification of illness forms (VIF), and enters them into the student illness tracking system
- Provides administrative support to the Scholarship Committee for the OD program. Prepares all information for scholarship meetings (rankings, course scores) for the Committee to determine award recipients
- Provides recipient information to the Graduate & Research Studies Coordinator who organizes the two OD awards ceremonies

Admissions into the Doctor of Optometry (OD) program
- Provides administrative support to the School’s Admissions Officers and Admissions Committee in all matters relating to the OD program including; arranging meetings, preparing meeting agendas, recording minutes, integrating Advanced Standing Optometry Prepratory Program (ASOPP) with admissions, marketing/communication, and monitoring the implementation of all decisions
- Ability to administer admission procedures using the OnBase system as well as the Optometry admission system to ensure compliance with requirements, acceptance, the generation of conditions if necessary, and details of admission
- Prepares detailed documents used for the Optometry admission meeting to support admission decisions
- Provides data collection and prepares statistical reports for admissions
- Prepares all correspondence to applicants regarding the selection of applicants for interviews, offers of admission and refusals
- Reviews all admission decisions for accuracy, and prepares and conveys all admission decisions to the Registrar’s Office to be processed and sent out
- Corresponds and provides feedback to applicants when refused admission
- Reviews transcripts to clear academic conditions as well as Criminal Records Checks conditions of the offers of admission and follows up when information hasn’t been received
- Monitors and reports on the Tripartite Agreement between BC, AB, SK, MB, ON and the Maritime provinces to both the University of Waterloo and the provincial contacts
- Prepares all handouts for student welcome packages. Orders food for the day event
- Organizes and executes the Admission interview day in Fredericton and Calgary and others as needed, books meeting rooms, organizes schedules, informs students of location and logistics
- Updates and ensures the accuracy of the admissions section of the OD program website

Provides administrative support to the Doctor of Optometry (OD) program
- Other duties as assigned from time to time by the Associate Director Undergraduate Studies, Administrative Officer and/or the Director

External Relations/Event Planning
- Represents the School at all University student functions such as the Open Houses, as well as external recruitment events at other universities in Southwestern Ontario (professional/graduate school fairs) and the Ontario Universities’ Fair
- Manages the planning and implementation of formal student events, such as the White Coat Ceremony, Welcome week activities, Optometry interview weekends, Convocation, and other similar events as required
- Recruits and manages volunteers to support the delivery of events
- Provides administrative support services for key optometry student engagement - logistics, catering, permits

Special Projects, Initiatives and Responsibilities
- Participates in the professional accreditation process

Qualifications:

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